tag:computers.tutsplus.com,2005:/categories/enterprise-applicationsEnvato Tuts+ Computer Skills - Enterprise Applications2018-04-16T09:30:58Ztag:computers.tutsplus.com,2005:PostPresenter/cms-29863Email Isn't Working, How to Use Computers for Efficient Team Communication<p>In this tutorial, I’ll show you why email is not working for you and give you a solution to collaborating with others in teams to work more efficiently and effectively.</p><figure class="post_image"><img alt="Photo by Matthew Henry" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/woman-working-on-office-sofa.jpg"><figcaption>Photo by: Matthew Henry (licensed for use)</figcaption></figure><p>The growth of the Internet, over the last 25 years, has opened up new ways of working, new industries and new opportunities in a way that few could’ve imagined back in the early-1990s.</p><p><a href="https://envato.com/" rel="external" target="_blank">Envato</a>, for example, helps people to succeed. </p><p>Browse over nine million digital assets on <a href="https://market.envato.com/" rel="external" target="_blank">Envato Market</a>, hire designers and developers through <a href="https://studio.envato.com/" rel="external" target="_blank">Envato Studio</a>, download unlimited graphic assets with <a href="https://elements.envato.com/" rel="external" target="_blank">Envato Elements</a>, and learn new skills with tutorials and courses—across a number of topic areas—with <a href="https://tutsplus.com/" rel="external" target="_blank">Envato Tuts+</a>.</p><h2>The Challenges</h2><figure class="post_image"><img alt="Photo by Matthew Henry" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/man-using-macbook.jpg"><figcaption>Photo by: Matthew Henry (licensed for use)</figcaption></figure><p>As modern, often Internet-based or enabled businesses grow, so does the problem of communication. The increase in colleagues, collaborators, customers and suppliers results in increasing demands on one’s time.</p><p>There’s a number of challenges facing teams, including:</p><h3>Email</h3><figure class="post_image"><img alt="Email is not always the best tool for effective communication" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/emailoverload.jpg"><figcaption>Email is not always the best tool for effective communication (licensed for use)</figcaption></figure><p>Email has been with us since each of us first used the Internet. For many, it was almost miraculous that a message could be sent and received, anywhere in the world, in a matter of seconds. </p><p>It’s something that we take for granted these days.</p><p>Email inboxes overflow with marketing emails from PR firms, newsletter subscriptions, correspondence from friends, correspondence from colleagues, requirements from the boss, information from the organisation, customer queries and spam.</p><p>A horrible mess where the distraction is a constant drain on time.</p><p>There are many proponents of inbox zero but, let’s be clear, it’s probably better to address the cause rather than the symptom.</p><h3>Disparate Messaging Systems</h3><figure class="post_image"><img alt="Photo by Alok Sharma" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/messaging.jpg"><figcaption>Photo by Alok Sharma (licensed for use)</figcaption></figure><p>Frustrated and disillusioned with email, many turn to instant messaging systems to keep on top of the stuff that really matters.</p><p>This means the adoption of iMessage, Telegram, WhatsApp or similar. As instant messaging contacts grow, however, so does the challenge of tracking what’s important. </p><p>And then there’s the colleague who refuses to use the same messaging app as everyone else.</p><h3>Geographically Distributed Teams</h3><figure class="post_image"><img alt="Geographically Distributed Teams" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/map.jpg"><figcaption>Geographically Distributed Teams (image licensed for use) </figcaption></figure><p>The organisation for which I work, Envato, is proud to work with people not just at head office in Melbourne, Australia. Staff work from offices and home offices in different time zones around the world.</p><p>Within the tutorial subjects that I manage—<a href="https://computers.tutsplus.com/tutorials" rel="external" target="_blank">Computer Skills</a>, <a href="https://cgi.tutsplus.com/tutorials" rel="external" target="_blank">3D &amp; Computer Graphics</a> and <a href="https://music.tutsplus.com/tutorials" rel="external" target="_blank">Music &amp; Audio</a>—I work with teams of people in the UK, Europe, United States, India, Australia and elsewhere.</p><p>This modern way of working often means that team collaborators are not always available at the same time.</p><h2>The Solution</h2><figure class="post_image"><img alt="Photo by Nicole De Khors" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/woman-working-in-office.jpg"><figcaption>Photo by: Nicole De Khors (licensed for use)</figcaption></figure><p>Rather than pursuing the never ending goal of inbox zero—that you’ll never achieve for long—it’s far more sensible to use a team collaboration tool.</p><p>Team Collaboration software separates team communication from email and even integrates it into other platforms, such as Dropbox or Google Drive, for the seamless sharing of information.</p><h2>Setting Up a Team With Flock</h2><figure class="post_image"><img alt="Set Up a Team With Flock" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/flock.jpg"><figcaption>Set Up a Team With Flock</figcaption></figure><p>For the purpose of this example, I’ve chosen to set up a team in <a href="https://flock.com/" rel="external" target="_blank">Flock</a> as it is a cost-effective way of testing whether the solution works for me.</p><p>Flock is not the only solution, but it is one that is easy to get started with and get up and running with colleagues.</p><h3>1. Sign Up</h3><figure class="post_image"><img alt="Get Started" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/GetStarted.jpg"><figcaption>Get Started</figcaption></figure><p>Visit <a href="https://flock.com/" rel="external" target="_blank">flock.com</a> in order to sign up to Flock. It’s as easy as entering your email address in order to get started.</p><p> If the email address that you’re using run on Google Apps, Flock gives you the opportunity to connect it. </p><p>This means that you’ll be authenticated via Gmail user credentials and saves you having to create yet another username and unique password combination for the service.</p><h3>2. Create a Team</h3><figure class="post_image"><img alt="Create a Team" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/CreateTeam.jpg"><figcaption>Create a Team</figcaption></figure><p>Next, create a team.</p><h3>3. Enter Personal Details</h3><figure class="post_image"><img alt="Enter Personal Details" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/Profile.jpg"><figcaption>Enter Personal Details</figcaption></figure><p>When prompted, enter your own profile details. Enter a telephone contact number, if you wish, especially if you and your colleagues revert to telephone on occasion. It’s probably a good failsafe, just in case there are internet connectivity issues in the future.</p><p>Adding a head and shoulders photograph to your own profile helps with team communication; it’s quicker to recognise and image of someone than it is to read their name. Your colleagues should do the same.</p><h3>4. Invite Team Members</h3><figure class="post_image"><img alt="Invite Team Members" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/invite.jpg"><figcaption>Invite Team Members</figcaption></figure><p>Any team is only as good as its members. Flock helps make it easy to invite colleagues to collaborate via the platform. Flock even emails you a couple of days later with progress on those that have signed up and those that have not.</p><h3>5. Start a Communication Channel</h3><figure class="post_image"><img alt="Start a Communication Channel" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/channel.jpg"><figcaption>Start a Communication Channel</figcaption></figure><p>It’s quite possible that the team is working on a number of different projects with subsets of people being involved in each. If this is the case, you can set up multiple channels and restrict them to just the participants that are required for that collaboration.</p><h3>6. Define Channel Settings</h3><figure class="post_image"><img alt="Define Channel Settings" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/settings.jpg"><figcaption>Define Channel Settings: Public or Private</figcaption></figure><p>Enter a meaningful description for the channel. An image helps people to quickly differentiate between channels. </p><p>Toggle the setting for whether the channel is to be public (open to all members of the team) or private (open to only those members that accept an invitation.</p><h2>Successful Collaboration</h2><p>Successful collaboration requires all team members to use the tool; it’s not going to save you much time if some stick to email as you’ll spend time servicing two different tools.</p><h3>Communicate via Channels</h3><figure class="post_image"><img alt="Communicate via Channels" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/channels.jpg"><figcaption>Communicate via Channels</figcaption></figure><p>Flock enables colleagues to participate via specific channels, these may be useful for the whole team to keep up to date with particular projects.</p><h3>Communicate via Direct Messaging</h3><figure class="post_image"><img alt="Communicate via Direct Messaging" data-src="https://cms-assets.tutsplus.com/uploads/users/31/posts/29863/image/chat.jpg"><figcaption>Communicate via Direct Messaging</figcaption></figure><p>There are times when you’ll wish to discuss something in detail, or discuss something that is private, such as rates or invoicing. For this, you can communicate with any team member directly.</p><p>For this, you can communicate with any team member directly.<br></p><h2>Conclusion</h2><p>In this tutorial, I have illustrated why email is not the solution for working in teams, especially across different locations and/or timezones.</p><p>There’s advantages to be had by consolidating communication and sharing of information within a chosen platform where people can manage their time efficiently and work effectively.</p>2018-04-16T09:30:58.000Z2018-04-16T09:30:58.000ZJohnny Winter